Office Administrative Assistant

Cooley

Office Administrative Assistant

Cooley

Brussels, Belgium

ABOUT COOLEY:

Cooley embraces a culture of doing things right, together. And in many ways, it’s a family. We spend an incredible amount of time together and we understand that part of our success lies in how we make the journey and look out for one another along the way. We share a vision of success, believe fiercely in our core values, and we support one another as we strive to live up to them. We are devoted to continually advancing our standing as one of the world’s greatest law firms, and we believe part of that is achieved when we live up to the promise of making our firm a great place to work. It’s an irreducible part of what makes us Cooley.

POSITION SUMMARY:

Primarily responsible for providing a professional and personable point of contact to clients and visitors of the Brussels office of Cooley LLP. Also responsible for providing general office support and ensuring smooth office operations in the areas outlined below.

POSITION RESPONSIBILITIES:

  • Answer phones in a professional manner and forward calls as requested, greeting and announcing visitors;
  • Maintain an orderly and welcoming reception area and clean conference rooms;
  • Print and distribute updated wifi password cards to conference rooms;
  • Maintain a secure environment at reception area and floor entrances, ensuring that clients or guests, including former employees, do not enter our space without approval;
  • Manage all aspects of conference room reservations;
  • Manage all aspects of conference room set up including food and beverage requirements, printing handouts, making copies and IS coordination;
  • Email communication with Office Manager for next day meeting and event/catering needs;
  • Manage new hire, employee and visitor access cards;
  • Liaise with property manager to arrange general facility maintenance including light bulb replacement, temperature adjustments and other issues and work orders;
  • Print all new hire and visitor door nameplates;
  • Make all necessary travel arrangements, adhering to the firm’s Travel Policy;
  • Prepare Expense Reports, Travel Reimbursements, Health Club Reimbursement Forms, etc in accordance with accounting guidelines;
  • Sort and distribute mail;
  • Assist legal secretaries and other staff in the office with projects such as processing documents, assist with labels for mailings, e-filing via Worksite, entering Daily Time (Intapp), and adding attorney contacts to client database when necessary;
  • Serve as the main point of contact for internal visitors;
  • Assist Office Manager and other departments with various administrative tasks as assigned;
  • Exercise care in the course of work to prevent injuries to oneself and co-workers;
  • All other duties as assigned or required.

SKILLS & EXPERIENCE:

Required:

  • Available to work overtime, as required;
  • After orientation at Cooley LLP, exhibit proficiency in Microsoft Word, Excel, Outlook and other Cooley applications;
  • Knowledge with office equipment (e.g. computer and keyboard, typing, scan, copy and fax machines);
  • High school degree or equivalent;
  • Prior receptionist experience.

Preferred:

  • College degree;
  • Previous office service related experience, preferably within a corporate or legal environment.

COMPETENCIES:

  • Excellent telephone skills;
  • Detailed-oriented and adaptable;
  • Must be punctual;
  • Must demonstrate initiative, diplomacy and tact;
  • Pleasant and professional demeanor;
  • Excellent spoken and written command of English, French and Dutch. Other languages are an asset;
  • Excellent verbal, written, organization, computer, and interpersonal skills;
  • Ability to maintain confidentiality;
  • Ability to effectively work independently and to organize and prioritize work assignments and use critical thinking skills to solve operational issues, knowing the difference between when to solve an issue on one’s own and when to elevate it to the next level for help when necessary;
  • Excellent problem solving abilities;
  • Must be reliable, committed and have a cooperative manner;
  • Must be a team player;
  • Ability to prioritize and handle multiple tasks simultaneously;
  • Ability to work well under pressure within a deadline-driven environment.

DIVERSITY AND INCLUSION STATEMENT:

In order to provide equal employment and advancement opportunities to all individuals, employment decisions at the Firm will be based on merit, qualifications and abilities. The Firm does not discriminate in employment opportunities or practices on the basis of race, color, religion, national origin, ancestry, gender, sex, gender identity, gender expression, age, medical condition, sexual orientation, sexual preference, marital status, citizenship, pregnancy, childbirth or related medical condition, physical or mental disability, genetic characteristics, veteran status or any other status or characteristic protected by federal, state or local laws. This policy governs all aspects of employment, including but not limited to, recruitment, selection, job assignment, compensation, discipline, promotion, termination, and access to benefits and training.

Please apply by sending your CV to Ascheible@cooley.com or apply directly via our website www.cooley.com.

Don't forget to mention BrusselsJobs when applying.

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© EuroJobsites 2019

EuroJobsites is a UK registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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